Maximize Demosphere XXVII Seasonal Registration Planning 2011 Presented by Sean Rose June 15, 2011
Before We Start...Optional Products for Todays Session: ● Online Registration System ○ Parents register players online ○ Process payments ○ Run reports ● League Scheduling System ● Process Applications ● Schedule Games ● Track Scores/Standings
Session OverviewPart 1: Timeline ThoughtsPart 2: Utilization Best PracticesPart 3: More ResourcesJoin the discussion on Twitter! Use #Demosphere and post! ● Follow us: @demosphere ● Follow me: @seangw83Find us on Facebook too! (facebook.com/demosphere)The fun continues afterwards! ● Open chat immediately following session. ● Slides emailed & video posted online.
Part 1: Timeline● If youre not early ... youre late! ○ True for all organizations - dont miss the window. ■ Applies to both player & team registration. ■ Many budgets depend on these specific times of year. ○ Work backwards to set an accurate implementation timeline ■ When does registration close? ■ What programs do we have? ■ How many children can we accept in each? ■ Allow extra time as needed.
Part 1: Timeline● Communication ○ Can messages be set up in advance to save time later? ○ Things like ... ■ Coach Emails ■ Donation Thank You Notes ■ Payment & Other Reminders ■ Other Messages
Part 1: Timeline● Prepare Properly Before Users Start Registering ○ Check all links - do they work as expected? ■ Regular, installments, donation only, etc. ○ Have board members test for you. ○ If possible, allow an extra week for this purpose.● Uniform Orders - How To Handle? ○ Online as part of registration? ○ In person at a local retailer? ○ In your office? ○ Ordering earlier = more time to handle sizing issues ■ Exchanges, etc.
Part 1: Timeline● Documenting Board Level Policy Changes ○ Price, Program, Available Dates, etc. ○ Dont rush into anything! ○ To be safe, its probably a change for next season. ○ Remember, most are volunteers - not primary job. ○ Disorganization shows quickly.
Part 2: Utilization Best Practices● Be Comprehensive & Precise ○ Put as much online as possible - avoid calls/emails. ○ Make instructions easy to follow - test with kids.● Impose Late Fees Sooner ○ Forecast numbers available earlier. ○ Start building teams earlier. ○ Gain extra revenue from those who wait until last minute. ○ Allows more time to ... ■ Place jersey orders ■ Correct errors ■ Make last minute adjustments
Part 2: Utilization Best Practices● Use Your Data ○ Easy example - collect school attended. ○ Seasonally, compare signups per school to its enrollment. ■ Identify schools with growth potential. ■ Discuss why particular school(s) underperforming. ○ Can run similar reports with ZIP codes, but total number may be tougher to calculate.
Part 2: Utilization Best Practices● Target Underperforming & Underserved Areas ○ Packets for School Distribution ○ Partner with complementary organization ○ Local Newspaper Ads ○ Online - Facebook Ads, Google AdWords, etc.
Part 3: More Resources● Offer Scholarships ○ Fund via team sponsorships & donations. ○ Another value add from your organization. ■ Community benefit.● Boost Volunteerism ○ Volunteer Buyout Option. ■ Included with OLR System. ■ Require parents to either volunteer or donate.
Part 3: More Resources● Activate User Update Option ○ Communicate team/coach assignment to families ○ Communicate rosters to coaches ○ Notify via Broadcast Email feature ○ Avoid "What team am I on?" emails & calls● Donation Only Feature ○ Allow community members to make standalone donations ○ Good for businesses & others without children.● Player Rating ○ Achieve team balance by logging player skill levels.
Part 3: More Resources● Stay updated on the latest industry trends ... ○ Tips for Soliciting Volunteers ○ How We Connect - Beyond Email & Phone ○ Demosphere Blog
Wrap Up● Questions? Email email@example.com.● Items discussed today will be ... ○ Emailed to you. ○ Posted on www.demosphere.com & Facebook● Subscribe to the Demosphere Blog for news, features, & more.
Thanks for joining us forMaximize Demosphere XXVII Ideas for our July session? Contact firstname.lastname@example.org Stay tuned to the next edition of ExtraTime! To unmute yourself, press *6